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Creating an Excel XLSX report in WordPress

Example of a Excel single-file reportExcel Invoices example

In this tutorial we will walk through the process of creating an Excel XLSX report based on a wpDataTable.

Here we will create a single report for all table rows. If you would like to generate a separate Excel file for each table row please look here.

Let’s see an example first. Try to filter the table and download several report options (click “Download report”) to see how the generated reports follows:

wdt_ID Client Date Product Price Qty Total Tax
1 Joshua Hamilton 04/04/2016 Wireless Headphone 44,00 10 440,00 79,20
2 Connor John 04/04/2016 Gaming Keyboard 38,00 8 304,00 54,72
3 Ewan Griffiths 06/04/2016 LCD HD Monitor 120,00 5 600,00 108,00
4 Ewan Griffiths 07/04/2016 LCD HD Monitor 120,00 6 720,00 129,60
5 Larry Lowery 08/04/2016 Wireless Headphone 44,00 7 308,00 55,44
6 Joshua Hamilton 08/04/2016 Gaming Keyboard 38,00 8 304,00 54,72
7 Joshua Hamilton 09/04/2016 Mini Wireless Keyboard 33,00 2 66,00 11,88
8 Marc Kline 09/04/2016 USB HD Webcam 15,00 4 60,00 10,80
9 Ewan Griffiths 10/04/2016 Gaming Keyboard 38,00 2 76,00 13,68
10 Larry Lowery 10/04/2016 USB HD Webcam 15,00 9 135,00 24,30
wdt_ID Client Date Product Price Qty

Excel Generator for WordPressExcel Invoices generation process

Let’s walk through the creating process of such a report.

1. Prepare a source wpDataTable which will be the data provider

As Report Builder is fully integrated with wpDataTables. This table was created in Table Constructor, it has the following fields: “Client” (string), “Date” (date), “Product” (string / selectbox), “Price” (float) and “Quantity” (integer). Additionally, tax and total are calculated by formula/calculated columns.

To see how to create such tables with wpDataTables table constructor here.

To see how to use formula columns, click here.

2. Prepare the Excel XLSX template for the report.

Prepare an Excel file, with the layout that you need for the report. We used:

  • Predefined variables: ${generatorname}, ${today}
  • Additional variables: ${customer}, ${invoicenumber}
  • Cell values from wpDataTable: ${product.all} (product name), ${quantity.all} (products quantity), ${price.all} (price), ${formula_1.all} (row total), ${formula_2.all} (row tax)
  • Totals: ${} (price total), ${} (tax total)

To download the template click here.

See here the full list of rules of preparing templates for ReportBuilder.

When you are creating a single report with the Report Builder, Please be aware that you should enter variables with .all in their name in order to extract all the data in one report (example ${product.all}).

3. Create a report in WordPress admin page through Report Builder Wizard.

Go to WP-admin, open ReportBuilder -> Create a new report

On the first step choose the source wpDataTable:

Purchase table

On the next step provide the report name, choose ‘Single file’ generation logic (which means we’ll create a single file for whole table, not a separate file for each row), tick “Follow table filtering”, and define 2 additional variables (“invoicenumber” and “customer”):


Then upload the template that you have prepared (click “Browse…“, drag&drop the file, click “Use template”):

Choose template

On the next step you can download the preview for X first rows of the table:

Download preview button

If you are satisfied, you can click “Save Report” to store the result, if something is wrong, you can go back in the wizard and change the settings or upload a different template. Once you click “Save Report”, you will see the shortcodes for this report:

Get shortcodes

The shortcodes contain buttons for downloading report, saving report to WP Media Library, and for inputs for additional variables.

You can copy these shortcodes directly from this page by clicking on shortcode button, but this isn’t necessary as you can always generate these in standard WordPress post/page editor, or in Visual composer.

Once you close the wizard you will be redirected to the Browse page. You can always quickly download the report (for the whole table) from there by clicking the “Download” button, or quickly get the list of available shortcodes.

The last thing to do is to insert the Report controls to the post or page where you need them, so the users would be able to use it:

  • See here how to insert the report builder controls to the post or page using standard WordPress Visual editor.
  • See here how to insert the report builder controls to the post or page using Visual Composer.